School External Activity Provider Due-Diligence Record

Enter the name of the maintained or academy school completing this record.

Describe the activity, including its location or setting where relevant.

Enter the legal or trading name of the organisation providing the activity.

Record the relevant contact name, role, email address or telephone number.

Enter the date on which the checks were recorded or reviewed.

Enter the name and role of the person completing this record.

Select the status that applies to this provider. If the provider does not hold the badge, complete the additional suitability checks below.

If the provider is recorded as holding the badge, record how and when this was checked. If the provider does not hold the badge or the status is not verified, state that instead.

Record the provider evidence reviewed and the outcome. This check applies whether or not the provider holds the LOtC Quality Badge.

Record the insurer, policy number, cover limit, expiry date and any relevant exclusions or limitations, where available.

Enter the policy expiry date. If the policy evidence does not state an expiry date, record that fact in the insurance details field.

Select all checks that have been completed or considered for this provider and activity. For each selected check, record evidence and the outcome in the next field.

For each applicable check, record the documents or information reviewed, the date reviewed, any limitations, and the outcome. If a check is not applicable, explain why.

Record whether any part of the activity will be subcontracted. If yes, identify the subcontractor and record the checks applied to it. If none, state that no subcontracting is planned.

If a licence is required for the activity, record the licence type, holder, reference and validity. If no licence is needed, explain why.

Summarise or reference the written agreement. Identify responsibilities for supervision, activity delivery, emergency arrangements, first aid, safeguarding, transport, accommodation and communication, as applicable.

Select one option. If yes, ensure the written allocation of responsibilities clearly addresses supervision.

Describe the provider's supervision role, the school's role and the points at which responsibility changes. If the provider will not supervise children, state that.

Record any missing evidence, restrictions, conditions, follow-up checks or actions required before the activity is used.

Record the current outcome based on the evidence available. This record does not replace the school's educational-visit approval process.

Explain the outcome, including any conditions, controls, restrictions or follow-up dates.

Enter the date for any planned review or follow-up. If no review is planned, record that in the outstanding actions field.

Tick to confirm that the information recorded has been reviewed by the responsible school staff member. This confirms review of the record, not completion or adoption of any external resource.

• Tick when complete